Constitution and Bylaws

Preamble:  As home educators on and around Fort Belvoir, Virginia, we wish to establish a private organization and hereby adopt this constitution and bylaws.


Article I.  Name and Mission

Section A.  This organization shall be known as the Belvoir Home Educators, hereinafter referred to as BHE.

Section B.  BHE is a member-driven support group that offers a sense of community to military and Department of Defense (DoD) families by providing strength, guidance, and encouragement to help families find answers to their many questions about homeschooling.  Throughout the year, BHE facilitates events and classes directed towards its members’ interests and strengths while respecting each family’s homeschooling style and philosophy.


Article II.  Purpose and Function

Section A.  Purpose.  BHE is established to (1)  support all military and DoD affiliated families on Fort Belvoir, Virginia and in the Fort Belvoir surrounding areas, (2)  provide a support group that takes no position on religion, partisan politics, or non-homeschooling issues,  (3)  provide a forum where members can plan events for the group, exchange information, and use their individual gifts and talents for the benefit of the group, and (4)  raise funds periodically to develop educational enrichment for its members.

Section B.  Function.  This organization functions based on member interest and drive.  It is designed to provide opportunities for homeschooling families to coordinate activities and provide support.  Volunteer support from every member, however slight, is essential to this organization functioning successfully. 


Article III.  Membership Requirements and Dues

Section A.  In order to be a member of BHE one must hold a military ID card and be homeschooling at least one child who has turned five (5) years old by September 30th of that year.  Exceptions may be made by Executive Board majority vote.

Section B.  Each member must pay annual dues of $20 to be in good standing.  Such payment will usually be tendered on September 1st of each year but may be paid and accepted at any time during the year. You must pay this fee to the Treasurer within 15 days of your acceptance to the BHE Group.  If paid in April or later, dues are $15 for the remainder of the school year. Dues may be waived based on substantial involvement in the organization as determined by the Executive Board. Membership fees will not be refunded under any circumstances.

Section C.  Volunteering. All members are required to volunteer for 2 positions during the school year. Our organization has implemented a policy that Every Member Participates (EMP). Our Volunteer Coordinator reviews the volunteer tracker on a monthly basis to ensure all members are achieving this goal.

Section D.  No one will be denied membership based on nationality, race, gender, color, sex, religion, or age.

Section E.  If, after considering a member’s criminal behavior, decorum, and other relevant factors, it is determined to be in the best interest of BHE, any member may be removed from the group by a two-thirds vote by the Executive Board.  No due process, such as notice or opportunity to be heard, is owed to the member.  No membership dues will be refunded.


Article IV.  Executive Board Nomination, Eligibility, Term, Vacancies, and Removal

Section A.  Nomination.  In order to be considered for an Executive Board position, one must be nominated and the nomination must be seconded.  A member may self-nominate or self-second their nomination, but not both.

Section B.  Eligibility.  To be eligible to serve as an Executive Board member, one must meet the criteria for general membership.

Section C.  All Executive officers will strive to serve for at least a 12 month period.

Section D.  If the President vacates his or her position, the Vice President immediately assumes the role of the President.  In the event any other Board member vacates his or her position, another member may be nominated and selected to fill the position for the remainder of the 12 month period, provided normal election criteria are met.

Section E.  When it is in the best interest of BHE, an Executive Board Member may be removed by a two-thirds vote of the remaining Executive Board Members.


Article V.  Executive Board and Responsibilities

Section A.  President:  Coordinate Board Members in the pursuit of developing and maintaining a well-rounded, cohesive support group that is focused on carrying out BHE’s mission.  Responsible for keeping BHE’s best interests in mind and taking steps to ensure the success of the group as a whole.

Section B.  Vice President:  Act as an executive officer and support others in their roles on the Board.  Assists the President and other Board Members in making and implementing decisions.

Section C.  Co-op Director:  Establishes and maintains a co-op program.  Responsible for ensuring compliance with Pohick Church to include the need for background checks.  Coordinates with the Pohick Church to meet BHE’s needs.  Responsible for dissemination of Co-Op announcements, Co-Op fees, and supporting Co-Op instructors.  Serves as the CYS liaison.

Section D.  Activities Director: Encourage, Assist, and Support general members in organizing and carrying-out desired activities and clubs.  Plan BHE-level events, such as the September kick-off meeting, not less than quarterly.  Establish committees to handle the many facets of homeschool activities.  Responsible for disseminating information about activities and events and ensuring the minimization of scheduling conflicts.  Details common or reoccurring activities or events in the continuity documents to facilitate long-term continuity of events.

Section E.  Treasurer: Maintains accurate financial records.  Ensures taxes are completed timely.  Establishes and presents a budget for vote to the Board. Approves membership and processes payment.  Refunds members for qualifying purchases.  Prepare reports as necessary.  Responsible for all deposits and withdrawals.

Section F.  Secretary:  Responsible for recording minutes for Board and general membership meetings and ensuring continuity documents are updated and maintained.  Maintains all BHE documents.

Section G.  Public Relations Officer:  Maintains the BHE website(s) and Facebook page(s) by ensuring information is current and accessible to members and the community (as applicable).  Maintains the BHE calendar.  Serve as liaison between BHE and outside organizations.  Responsible for ensuring there is an effective way to disseminate information to all members.

Section H.  Hospitality & Volunteer Coordinator:  Establishes an engaging and welcoming experience for all new members. Manages all elements of volunteering  within the group. Assist new and current members, making them feel welcome, equipping and connecting them with opportunities to serve in the BHE group.

Section I.  Additional Responsibilities for each Executive Board Member:

i.     Attend meetings

ii.    Follow general rules of proper decorum and professionalism

iii.   Support other Board Members and assist as needed

iv.   Update continuity documents

v.    Welcome new members

vi.   Assist members in finding answers to any questions about homeschooling

vii.  No member shall provide legal advice to other members


Article VI. Executive Meetings

Section A.  Executive Board meetings and general meetings shall be held at such times and places as are determined by the Board, but not less than once a quarter.

Section B.  A quorum is reached when a majority of Executive Board Members, based on the number of then-filled positions, is present.

Section C.  Any matter requiring a vote from the Board must pass by a majority vote.  Voting may only take place if a quorum is present at the meeting.  In the event of a tie, the highest ranking Board Member’s vote will carry more weight and break the tie.  Rank is determined by order of mention in Article V above.

Section D.  Prior to holding a meeting at which voting may take place, notice must be given to all members via the common method of communication at the time (website, email, etc) at least 48 hours prior to the meeting.  Notice will include the time and place of the meeting and may contain the topics to be considered.  Members may attend to provide input, but may not vote.


Article VII.  Tax Exempt Status

Section A.  Tax Exempt Status.  The purposes for which this organization is formed are exclusively pleasure, recreation, and other nonprofit purposes within the meaning of 501(c)(7) of the United States Internal Revenue Code or the equivalent section of any future federal tax code.


Article VIII.  Insurance and Liability

Section A.  Insurance.  BHE is not currently insured.

Section B.  Debts.  Obligations may only be made if BHE has enough funds to cover the cost of such obligations at the time the obligation is made.  BHE will not open a line of credit.

Section C.  Liability.  Members are not personally liable for BHE debts.  BHE is not responsible for the members’ activities.


Article IX.  Dissolution

Section A.  Upon dissolution, BHE funds will be used to pay any just debts, obligations, or liabilities as decided by the Executive Board.  Any remaining balance will be donated to Fort Belvoir MWR as an unconditional gift.


Article X.  Amendments

Section A.  Any member in good standing can make a motion for an amendment to the constitution.  Another member in good standing must second the motion before the Executive Board will vote on the motion.


Article XI. Signatures.  (SIGNATURE PAGE FOLLOWS)